v26.03:  Executing Workflow Tasks

When an administrator assigns a workflow to you, you can access and complete your tasks directly from the Workflow navigation in the Web Client. Depending on your role, you act as a Doer (the person entering data) or a Reviewer (the person approving or rejecting the Doer's work).

For information on setting up and managing workflows as an administrator, see Managing Workflows.

Accessing Your Workflow Tasks

To open your workflow tasks:

1. In the left navigation panel, locate the Workflow icon. This icon appears when a workflow has been assigned to you as a Doer or Reviewer.

2. Click the icon to expand the workflow and see its tasks (UI blocks).

3. Expand a task to see the templates assigned to you.

   

4. Click a task or template to open the Workflow Execution screen.

Understanding the Workflow Execution Screen

The Workflow Execution screen is divided into two panels.

Left Panel – Assigned Units

The left panel lists the units assigned to you for the selected task. For each unit, you can see the Unit ID, Unit Name, and a status icon showing current progress. Units appear in a hierarchical structure when parent-child relationships are defined, or as a flat list when no hierarchy exists.

Click a unit to load its details in the right panel.

Right Panel – Unit Details

The right panel displays the following information for the selected unit:

• Status: The current task status (defaults to New when first assigned).

• Due Date: The deadline for the task.

• Doer and Reviewer: The users assigned to the task.

• Administrator indicator: A check icon for admin users, an X icon for non-admin users.

• Instructions, Comments, and Attachments sections.

The Save, Reject, Approve, and Open buttons are also available in the right panel.

Working Through the Status Flow

Each task moves through the following statuses as the Doer and Reviewer complete their work.

As a Doer

1. When you receive a task, its status is New.

2. Set the status to In Progress when you begin entering data.

   This grants you permission to enter data for the assigned unit, data type, period, year, and template combination.

3. Enter the required data by clicking Open to navigate to the template.

4. When data entry is complete, set the status to Ready and click Save.

   The data is locked and your data entry permissions are removed until the Reviewer acts.

5. If the Reviewer rejects the task, you receive it back. Set the status to In Progress again to restore your permissions, make the required corrections, and set the status back to Ready.

As a Reviewer

1. When a Doer sets a task to Ready, review the submitted data by clicking Open to navigate to the template.

2. Do one of the following:

   • Click Approve to permanently lock the data and remove the Doer's permissions. The task is complete.

   • Click Reject to send the task back to the Doer for correction. The Doer's status reverts and they can re-enter data once they set it to In Progress.

Note: The Approve and Reject buttons are visible to both the Doer and the Reviewer, but are only active for the Reviewer.

Opening a Template from the Workflow

To open the template associated with a task:

1. In the right panel of the Workflow Execution screen, click Open.

   The Selection screen opens, with the Data Type, Period, Year, and Unit values pre-populated from the workflow.

   If the template has AutoOpen enabled, the Selection screen is skipped and the template opens directly.

2. Work within the template as usual.

3. To return to the Workflow Execution screen when you are done:

   1. Click Back to return to the Selection screen.

   2. Click Back again to return to the Workflow Execution screen.

Viewing Instructions

Instructions for a task are displayed in the Instructions section of the right panel on the Workflow Execution screen. Instructions are read-only.

Instructions can be defined at either the workflow level or the task/template level. If instructions exist at the task or template level, they take priority over workflow-level instructions.

Adding and Managing Comments

Use comments to communicate notes or feedback within a unit task. To add a comment:

1. In the right panel, scroll to the Comments section.

2. Click Add Comment.

3. Enter your comment and save it.

Comments are listed with the newest at the top and display the Updated By and Updated On details. You can edit or delete your own comments. Administrators can delete any comment.

Attaching Files

You can attach supporting files to a unit task as evidence or reference material. To upload an attachment:

1. In the right panel, scroll to the Attachments section.

2. Click Add File and select the file or files you want to attach.

   You can upload up to five files per unit per upload. Each file must be 1 MB or smaller.

   Supported file formats: .txt, .pdf, .doc, .docx, .xls, .xlsx, .ppt, .pptx, .jpg, .jpeg, .png.

3. Click Upload to save the files.

   Uploaded files display the uploader's name and upload date.